The document summarizes an automated medical records disc publishing solution called DISCO. It automates the process of fulfilling medical record requests and audit requests by loading, burning, encrypting, and tracking patient records onto permanently labeled discs. Key benefits include dramatically streamlining the workflow, eliminating manual processes and human errors, providing centralized tracking for HIPAA compliance, and realizing significant cost savings through reduced supplies and staff time.
1. www.discomedical.com
The Revolutionary, Automated Solution to Produce
ROI and RAC Copies on a Permanently-labeled Disc
Greatly Streamlines Workflow
Eliminates All Manual Processes
Loads, Burns, Encrypts, Tracks
Indelibly Labels Discs
Dramatic Cost Savings!
Works with any EMR
Centralized Tracking for HIPAA
Eliminate Human Errors!
2. Save Time, Save Money!
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The benefits of DISCO®
go far beyond saving time in the process of
searching, organizing, and copying patient information. DISCO®
also
complies with HIPAA regulations by producing legal copies on CD in
a digital and secure format.
Other benefits include:
Cost Savings
• Reduces the cost of copying/printing patient charts and records
(toner, paper, copier service contract, postage, courier costs, etc).
• Qualifies for Meaningful Use Incentives.
• Frees staff time for more important tasks.
Centralized, Automated Tracking and Security
Increase security with:
• Centralized and automated Encryption capabilities.
• A database that logs all info regarding disc creation.
• A report feature that keeps YOU in control & aware of all the CD
burning activity & productivity in your department.
Automate – To Avoid Human Error
Avoid common mistakes like:
• Mislabeling CD’s.
• Forgetting to encrypt the discs.
• Not logging the encryption codes in the database.
• Not logging that multiple discs were created,
or who the requestor or recipient was.
DISCO®
is an intelligent, digital
(ROI) chart copy solution that
completely automates the
process of fulfilling Release of
Information and Audit Requests
on an encrypted, fully labeled
CD or DVD; complying with
HIPAA and HL7 standards.
DISCO®
has been adopted as
the ROI solution of choice for
VA and Department of Defense
Hospitals, along with many
high-profile hospital chains such
as Kaiser Permanente, Sutter
Health, St. Jude’s Children’s
Research and many others.
A powerful tool with
a small footprint
Composed of a robotic disc
publishing device, CPU,
and multi-disc recorder –
DISCO®
acts as a network
printer, working with any EMR
without special permissions or
configurations. The DISCO®
Software resides on the disc
publisher itself, so nothing is
installed on your hospital’s
EMR, HIS, or RIS system. Access
to DISCO®
can be set up to an
unlimited number of client PC’s
on your network, so multiple
staff and locations can be
enabled to publish ROI and
Audit CD’s on the same system.
“DISCO®
allowed us to centralize and
automate our Release of Information
process. We increased staff productivity,
reduced copying costs, increased PHI
security, and reduced staff errors.”
Karen H., Director of HIM
3. Workflow
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It only takes a few minutes and few steps to produce a completed ROI Disc!
1. From your EMR, send the files, or PDF, to a network share folder, on the DISCO®
CD publisher.
2. Select the file(s) to copy to disc, select encryption or password protection.
3. Click “Copy to CD”.
DISCO®
will send the encryption code to the requester via email or will print it to paper.
A fully labeled encrypted disc is ready in the output bin.
DISCO®
is the standard solution for ROI & Audit copies chosen by important health systems such as:
• Kaiser Permanente Corporate, and its sites nationwide
• Sutter Health
• Veterans Affairs Health System, sites nationwide, including the entire VISN 20
• DOD, with validation done at Fort Gordon Army Hospital
• University of California sites, University of Louisville, etc.
• Children’s Hospitals such as St Jude’s, Harvard Children’s, Children’s Wisconsin
Fully-labeled,
encrypted
Discs
Disc
Publisher
Shared
Folder
Patient
Records
Unlimited
Users
EMR
4. Hardware to meet your specific needs
and budget
All DISCO®
Systems include the CD Publishing Hardware,
DISCO®
Software, onsite installation & training, and
1 year of service and support with next business day
replacement on defective hardware. There are 3 sizes
of hardware (publishers), all with a very small footprint.
Your choice of publisher is dependent on your estimated
daily volume of disc production. Each publisher includes
an embedded PC (where the DISCO®
software processes
ROI requests); the drives (for recording and encrypting
the discs), the disc printer (which thermally prints to the
surface of the disc), the robotics (which places the discs
where they need to go). The system works intelligently
with the DISCO®
software to multi-task, processing
multiple ROI requests at the same time, always ensuring
that correct label is printed to the correct patient’s disc.
Ease the burden of RAC/Audit Requests
Hospitals have been hit hard by RAC, MIC, and MAC
and are required to produce multi-patient records to 3rd
party establishments. DISCO®
provides a module which
specifically produces discs for those audit organizations.
Systems can be configured to run audit requests at night
or during off hours, freeing the system to produce regular
ROI requests during busier periods.
Stay HIPAA-Compliant with Encryption
DISCO®
uses AES 256-bit Hash Algorithm encryption,
based on the requirements of the HITECH Act.
Additionally DISCO®
is FIPS 140-2 compliant and allows
users to set permissions for the content; to determine if
recipients can Copy, Modify or Print the contents of the
encrypted or password protected disc. For sites that do
not wish to encrypt discs, there is an option to protect
discs with a simple password, or create discs without
a password. All of these features and permissions are
configurable and can be managed at the
administrator’s level.
No more manual tracking and reporting
All details regarding the discs created with DISCO®
are logged and tracked in the DISCO®
database to
comply with HIPAA. DISCO®
gives administrators the
ability to run productivity reports per staff person,
time period, requestor type, disc creation turnaround
time, etc. Reports can be saved in a variety of standard
formats. Authorized users can quickly see who created a
certain ROI or RAC disc, for the requestor, the date, time,
how many, etc. The DISCO®
database also tracks all
encryption code or password generated for each disc and
can resend it to the requestor, if necessary.
Provide more convenience to your patients
with PACS/RIS Connectivity
DISCO®
has the option of burning a second CD of images
from the medical imaging department, providing a one-
stop shop for patients who can pick up their imaging discs
and medical record discs at the same location.
Installation, Training, Support, all Inclusive!
Data Distributing provides complete onsite installation,
training and ongoing support. Systems are customized
to your preferred workflow. We work with you to
designate proper field tags, label designs and user-level
permissions. We also train your staff thoroughly on how to
use the system and make sure everyone is up and running
immediately. Data Distributing provides ongoing technical
support after the installation is completed, so you only
deal with one company before and after the installation.
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Frequently Asked Questions
We are already burning CD’s with
our EMR, why would we need
DISCO®
?
While most EMRs have the ability
to manually burn and some can
encrypt individual CD’s, nothing is
automated. Users must load, burn,
encrypt and label discs by hand
– creating potential liability due
to human error Additionally, there is no central database that
tracks all of the discs created (who processed, when, how many,
etc.) – also a potential liability. DISCO®
does all of the burning,
encrypting, HIPAA tracking, and logging of each disc created,
within its own database.
Will DISCO®
work with my EMR?
DISCO®
resides on your hospital network as a “network printer.”
DISCO®
will work with any EMR that has the ability to print files.
We get a lot of RAC Audit Requests. How does DISCO®
handle these
types of requests?
Users simply select multiple patient files to be burned to
DISCO®
. There is no limit to the number or size of files that can
be burned to an encrypted CD. For very large files, DISCO®
has
the option to burn to DVD.
We use paper because most of our patients are seniors; they are not
tech-savvy enough to use a CD?
Though many patients that request medical records are
seniors, it is usually the care-giver that handles these issues
with a senior patient. Recent census studies show that over
90% of households in the US own a computer. Caregivers will
appreciate receiving all the records in one compact disc and
being able to get multiple copies inexpensively.
Does patient information reside on this system?
Is it secure?
DISCO®
acts just like your department’s paper printer on the
hospital network. Thus, no confidential patient records are saved,
nor accessible on the DISCO®
system, after CD production is
completed.
Is there any flexibility when assigning encryption codes
and passwords?
DISCO®
has the option of creating discs using a simple password,
or no password at all. Preferences and permissions can be set up
system-wide, or for an individual user or administrator.
How does the encryption code get to the recipient?
Passwords/encryption codes are sent to the recipient of the disc
either by printing & mailing or e-mailing via Outlook. Triggers
to print/e-mail the password are activated during the process of
burning the CD.
What happens if the patient forgets or loses the encryption code?
All encryption codes are tracked in the DISCO®
database. A very
simple query can pull up the encryption code for a previously
burned CD and re-e-mailed or printed for a recipient.
Does the software need to be installed on my EMR?
On my network?
DISCO®
is simply another network printer, and operates
completely independent from your hospital EMR, HIS, or RIS
System.
How do I justify the cost of this system?
Not only does DISCO®
save money in printing and
paper costs, but it streamlines your workflow, so your staff’s
time can be allocated to other tasks. By automating the process,
DISCO®
takes away potential liability by eliminating human error.
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